Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob...

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Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled

Transcript of Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob...

Page 1: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Welcome to COLLEGE COMPOSITION I:Effective Writing for Business Majors

CM105 Instructor Jacob Kaltenbach)Unit 3 Seminar – audio enabled

Page 2: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Question Time

Page 3: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

In this week's seminar we will discuss business writing in general and the memo, in particular. How formal should a memo be, what is the proper way to format a memo, how should one sandwich bad news in a memo, etc. and when is it appropriate to use a memo, or a letter, or email? These are some questions we’ll answer.

Page 4: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Why write a memo?

Page 5: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Memo, e-mail or letter?

Co-workersManagementClient/customer

Page 6: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Potential purposes:

Communicate policy changeAnnounce promotion/personnel changeProject status updateChanges to products or servicesRequest meeting attendanceChange work procedures/practicesAddress problemConfront employee tardiness or absenceProvide feedback on product/program

Page 7: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Think about your audience!

Page 8: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Tone and language

Formal toneAppropriate wordingNo slangUse simple – not verbose or flowery - language Be clearBe conciseUse active rather than passive voice

Page 9: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Sections of a memo

Heading

Opening

Body

Closing

Page 10: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Heading

TO: (recipients' names and job titles) FROM: (your name and job title) DATE: (current date) SUBJECT: (purpose of the memo)

Page 11: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Opening

BriefStates purposeIn a longer memo, brief overview

Summary optionNo salutation

Page 12: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Body

Vital informationMore important, more specific info first!Provide context and detailsNote possible problems Keep it brief and conciseMention any attachmentsFor longer memos, use additional headings

Page 13: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Closing

RecommendationsProposed actionsEnd on a positive note, whatever the message!Be brief, but be clearInclude sufficient informationReiterate benefitsRefer to your own related actionsInclude contact information if necessaryNo closing salutationNote any attachments

Page 14: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Format

Flush left, extra returns before and between headings and paragraphs

TO: FROM: DATE: SUBJECT:

Page 15: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Format

Flush left, extra returns before and between headings and paragraphs

TO: FROM: DATE: SUBJECT:

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BAD NEWS !?

Let’s look at some examples

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TO: FROM: DATE: 6 June 1999 SUBJECT: Travel Request Denial

I regret to inform you that your request for travel funds to travel to the Syllabus Conference in Santa Clara, California, has been denied. The university has limited funds available for travel this year and although I know you really want to go, I can't afford to give you the $1500 you requested (which by the way is a lot to request at this late date at the current time of this request.

I hope you understand our position because we really want our faculty to be happy. Even though I can't pay for this trip, I encourage you to apply again for future travel money because I hope to receive more money budgeted for travel the next fiscal year of 2000/2001.

Thank you again for your request. I always strive to help faculty fund their travels.

Page 18: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

TO: FROM:DATE: 6 June 1999 SUBJECT: Travel Request

Thank you for your interest in new, emerging online technologies. The travel committee reviewed your request to attend the Syllabus Conference in Santa Clara, California in July.

The university increased its travel budget this year by $5,000. However, with the increase in requests we’ve received and because we are close to the end of a fiscal year, we have used all our travel funds for the year. As much as we would like to fund your request, we just do not have the money to do so. Remember, though, that if you have departmental funds available, you may use those. You may also want to check to see if any divisional monies are still available.

I do hope you will be able to attend the conference. Please contact me if you need help finding another source of funding.

Page 19: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

TO: Jane DoeFROM:DATE:SUBJECT:

We have finally reviewed your application for graduate study at Colorado State University. Due to the large number of applicants this year, competition was very tough, but luckily, we have recommended you for acceptance.

Also, to keep our students happy, we were fortunate enough to be able to offer a teaching assistantship, whereby you would work 20 hours a week. This assistantship also comes with a non-resident tuition waiver for the first year. If you don't do well, though, we cannot give you another assistantship.

It occurred to us that you probably don't have enough information to make a sound decision. The enclosed flyer provides a detailed description of our Cognitive Psychology Program, including the program of study, degree requirements, mentorship program, faculty research interests, and laboratory facilities.

Since other qualified students are on a waiting list for admissions, please notify me in writing of your decision to accept or reject admission as soon as possible.

Page 20: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

TO: Jane DoeFROM:DATE:SUBJECT: Thank you for your interest in graduate study at Colorado State University. You have been admitted to our Cognitive Psychology Program beginning with the fall semester of 2000.

The Psychology Department will provide full financial support, including 20 hours a week as a teaching assistant. This assistantship carries a stipend of $1045 per month, as well as a non-resident tuition waiver. As long as satisfactory academic progress is made, this assistantship will continue throughout your graduate career at CSU. The enclosed brochure provides a detailed description of the Cognitive Psychology Program, including the program of study, degree requirements, mentorship program, faculty research interests, and laboratory facilities.

We hope you will join us this Fall. Your undergraduate record, interests, and experience indicate that you will gain much new and exciting knowledge at CSU. Please notify me in writing of your decision to accept or reject this offer, prior to April 15. If you have any questions, feel free to contact me at 555.555.5555.

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Conclusions …

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Question Time

Page 23: Welcome to COLLEGE COMPOSITION I: Effective Writing for Business Majors CM105 Instructor Jacob Kaltenbach) Unit 3 Seminar – audio enabled.

Thanks and good night, all! See you this week in the discussions and again next week in seminar!